Cornell University Features

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Features

1. GENERAL:

A traveler may prepare his or her own reimbursement, or someone else may prepare it.
A traveler may begin his or her reimbursement and then submit it to someone else to complete.
A traveler may specify an account distribution or assign this function to someone else.
Certain policy requirements are automatically enforced, thus minimizing the chance of making errors in those areas.
The system prompts users to select specific trip conditions that in turn require additional information, documentation, and/or approvals. Requirements are specified once trip conditions are selected.
Anyone with authority to view a trip may add comments to a trip.
Information is automatically logged in regard to certain events (e.g., trip creation, movement of trip from one stage to another, signature, etc.).
Links have been provided to commonly accessed resources, including per diem rate tables, mileage rates, and currency conversions.
If necessary, the traveler can account easily for personal days taken before, during, or after a trip.
Accounting instructions may be entered on the "Start a New Trip", "Trip Details", and "Traveler Submission" pages. Free form text entry format allows users to specify accounts to charge, how to split costs, etc.

2. EXPENSE DOCUMENTATION:

Users can:

...enter expense details online as part of a trip.
...add or update receipts and expenses efficiently.
...add or update un-receipted expenses efficiently.
...categorize expenses on each receipt into individual expenses, which are then automatically summarized by category.
...set meal per diem amounts for travel dates and multiple locations.
...automatically enforce policy restrictions for per diem meal expenses.
...easily reduce calculated per diem reimbursement. NEW!
...decline meal reimbursement.
...record prepaid amounts.
...attach supporting receipts to the trip electronically.
...obtain automated mileage calculation for personal vehicle expenses.
...obtain partial automation of the foreign currency conversions.

3. TRIP APPROVAL:

The system automatically sends e-mail notifications throughout the life cycle of the trip to direct appropriate individuals to perform next required actions.
A preparer can send a request for a traveler to review and sign off on a trip.
The system will automatically generate an email to the person designated to provide the account distribution if this is someone other than the traveler.
To certify trip data accuracy, a traveler's "digital signature" can be captured with a Cornell NetID.
The system automatically generates the payment request, and utilizes the routing, account distribution, approval, and notification capabilities of the Payment Request System.
Anyone with access to the specific payment request or trip can view both online forms. Each online form has a direct link to the other form to allow users to easily view all information regarding the reimbursement.

4. TRIP MANAGEMENT:

Users can:

...search for past or present trip records.
...view trips currently being worked on as travelers or as preparers for travelers.
...view trips that have been submitted or that have been reimbursed (including any trips for travelers for which view access has been granted.)
...set traveler's supervisor to permit viewing of trip records.
...give others authorization to view trips for which they are travelers or preparers.
...record and automatically deduct cash advances from reimbursement amounts.
...set trip expense reimbursement limits while allowing for entry of entire trip expenditures.
...choose the proper meal reimbursement method for your trip, i.e., per diem, receipts, or no meals requested.
...view an expense summary report.
...create a cover sheet to assist in organizing original, supporting documentation.

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